Office Coordinator

We are seeking a highly organized and detail-oriented Administrative Assistant to support our team.

• General Administration & Office Management:
  • Oversee daily administrative tasks to ensure seamless institutional operations.
  • Handle correspondence, emails, phone calls, and official communication effectively.
  • Maintain office supplies, equipment, and infrastructure in excellent condition.
  • Manage documentation, filing systems, and digital records efficiently.
• Procurement & Purchase Coordination:
  • Evaluate suppliers based on quality, price, and delivery timelines to ensure cost-effective purchasing.
  • Obtain and compare quotations from multiple vendors for optimal procurement.
  • Issue purchase orders (POs) and track their approval process diligently.
  • Ensure timely procurement of office supplies, equipment, and required materials.
• AMC Planning & Vendor Coordination:
  • Identify equipment, machinery, and services requiring maintenance contracts.
  • Research, evaluate, and finalize service providers for AMC agreements.
  • Negotiate contract terms, pricing, and service-level agreements (SLAs).
  • Maintain strong relationships with vendors and service providers.
• Planning & Coordination of Renovation and New Projects:
  • Assess infrastructure requirements and propose renovation or new project plans.
  • Coordinate with architects, contractors, and engineers for project execution.
  • Ensure projects align with organizational goals, safety standards, and compliance.
  • Create timelines, allocate resources, and oversee project milestones.
• Contract Renewal and Car Insurance Management:
  • Maintain a database of contracts, including vendor agreements, service contracts, and AMCs.
  • Track contract expiration dates and set reminders for renewals.
  • Ensure proper documentation of contract terms, conditions, and obligations.
  • Maintain records of company-owned and leased vehicles along with their insurance details.
  • Track insurance expiry dates and ensure timely renewal to avoid lapses.
  • Compare policies and negotiate best rates and coverage with insurers.
• Event & Meeting Coordination:
  • Arrange logistics for guest lectures, corporate events, industrial visits, seminars.
  • Coordinate graduation ceremonies, annual functions, and sports activities.
  • Facilitate all Beyond Education program activities both on campus and off-site.
  • Organize event setups including sound/lights, food, print materials, and stationery.
  • Set up sports facilities (badminton, football, volleyball) and purchase sports equipment as needed.
• Finance and Budgeting Support:
  • Assist in budget planning, expense tracking, and financial documentation.
  • Handle invoices, and payment processing.
  • Manage petty cash, procurement records, and reimbursements.
  • Work with the finance department for audits, fund allocations, and expense approval.
• Facility & Infrastructure Management:
  • Ensure classrooms, seminar halls, and office spaces are well-maintained.
  • Supervise cleaning staff, security personnel, and facility teams.
  • Work on improving campus facilities, ensuring accessibility and convenience for students and faculty.
  • Monitor infrastructure-related complaints and coordinate maintenance work.
  • Manage hostel, transport, and cafeteria operations.
• Reporting and MIS:
  • Prepare monthly, MIS, and statutory reports.
  • Handle regular vendor payments.
  • Maintain records for cars, generators, photocopiers, stationery, tea/coffee, and visitor logs.
• Crisis Management & Emergency Handling:
  • Implement emergency protocols for medical, fire, or security incidents.
  • Maintain emergency contacts and coordinate quick response actions.
  • Ensure students and staff are informed about safety policies and evacuation plans.